Leesburg Performing Arts Commission Meeting - August 27, 2026

This meeting of the Leesburg Performing Arts Commission (PACK) covered a debrief of the successful George Washington concert, planning for the Mistletoe Market, a new IT system for call-to-artists submissions, and a strategic discussion about the commission's future direction, including potential grant-making. The commission approved several motions and set a timeline for upcoming events.

Consent Calendar

• Approval of July Minutes: The minutes were approved with one abstention, resulting in a vote of 5-0-1.
• Agenda Amendments: The commission unanimously (6-0-1) voted to add three items: a debrief of the George Washington concert under old business, postponing the Memory and Melody discussion to the next meeting, and adding paperwork for the directory and planning under new business.

Public Comments & Testimony

• No public petitioners were present or spoke during the meeting.

Discussion Items

• George Washington Concert Debrief: The concert, held in honor of Dr. Cooksy, was well-attended with an estimated 111 to 115 attendees. Commissioner Whitney reported that the event went smoothly, with the Martha Washington character engaging the audience, and the music director Mark and Ann gave a lovely presentation. The majority of attendees stayed for the entire performance. Programs were distributed and one was posted on Instagram. The church venue initially had concerns about weapons but was accommodating. The commission noted that the event was relatively easy to organize and doubled the attendance of their previous senior center event.
• Mistletoe Market Planning: The commission discussed coordinating with Vanessa Borg (Craft Theater) for the December 5th Mistletoe Market. A call to artists is needed. The timeline proposed: get information by September 7-8, issue call to artists by September 8, close submissions October 1, hold a virtual commission meeting on October 8 to select artists, and present selections to the Town Council on October 27. A new IT-developed online form will streamline call-to-artist submissions, though training on the voting feature will be deferred.
• Future Direction of the Commission: Commissioner Peter distributed notes on goals for the next year. Discussion centered on whether the commission should continue producing events or shift to a grant-making organization, as suggested by Councilman Steinberg. The commission debated the need to pause events to focus on strategic planning, including reviewing bylaws and exploring grant opportunities for artists. The possibility of partnering with the Loudoun Arts Council for grant administration was raised.
• Research on Grant-Making: A motion was made to direct staff to research the legality of the commission making arts grants to performing arts organizations within the town. The motion passed 6-0-1. The research will need to clarify whether grants can only go to nonprofits or also to LLCs, and what legal parameters exist.
• IT System for Call to Artists: The commission was briefed on a new IT system that creates a customizable database for call-to-artist submissions. It will automatically generate a PDF with submissions, and future expansions may include online voting and note-taking. For the Mistletoe Market, the system will be used for submissions only, without the voting component, to avoid a training delay.

Key Outcomes

• Adoption of Agenda: Passed 6-0-1.
• Approval of July Minutes: Passed 5-0-1 (with one abstention).
• Virtual Meeting Scheduled: The commission voted 6-0-1 to hold a virtual meeting on October 8, 2026, at 5:30 PM, initially as an additional meeting, with the possibility of canceling the regular October 22 meeting if needed.
• Budget Approval for Mistletoe Market: A motion to authorize using $2,000 for stage and tech equipment and $1,200 for performers (from the existing budget) was passed 6-0-1. Staff will obtain three quotes for the stage and tech.
• Research on Grant-Making: Motion passed 6-0-1 to direct staff to research the legality of the commission issuing grants to performing arts organizations.
• Action Items: Commissioner Whitney will contact Vanessa Borg and get quotes for the stage. Staff will create the IT form for call-to-artists. Commissioners will review the bylaws and Peter's notes before the next meeting. The annual update presentation to council is due by September 3, 2026.